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HomeMy WebLinkAbout2001 10 08 Regular D City Clerk's Performance October 8, 2001 Regular Commission Meeting Regular Agenda Item "D" COMMISSION AGENDA ITEM D CONSENT INFORMATIONAL PUBLIC HEARING REGULAR X 10108/01 Meeting MGR. ~ Authorization IDEPT REQUEST: City Manager requesting the Commission to review the City Manager's comments and recommendations relative to the current evaluation of City Clerk, Andrea Lorenzo-Luaces. PURPOSE: This agenda item is needed to provide the City Commission with the City Manager's evaluation of the City Clerk's performance during the past year as directed by the Commission. CONSIDERATION: Andrea was appointed City Clerk by the Commission on September 27, 1999. Since that time Andrea has impressed the city staff and Commission with her growth in the job, enthusiasm for public service, and commitment to excellence. This year has been an extraordinarily challenging time for Andrea, as it has for the rest of the city staff, Mayor, and Commission, in successfully addressing all of the unique challenges that have arisen during the year and maintaining the on-going operations of the clerk's office. Her continuing commitment to both the quantitative and qualitative dimensions of her work and continuing program of professional development is exemplary. Her positive attitude continues to be a model for other employees. Of special note, I am very appreciative as well as impressed with the manner in which she successfully balances the needs of the Mayor and Commission and the City Manager and his staff, and how she successfully negotiates her way between the two spheres of responsibility with professionalism, grace, and good humor. Additionally, I think it is realistic to say that Andrea's confidence has experienced a large measure of growth in the past year. October 8, 2001 Regular Commission Meeting Regular Agenda Item "D" My only criticism of Andrea is that she tends to over reach the possible considering available resources, thus resulting in her being unable to measure up to her self imposed standards and tending to let her perception of what she deems to be less than adequate performance get her down. RECOMMENDATIONS: Based upon my observation of Andrea's performance, especially in light of her ability to successfully deal with the likes of me on a daily basis, I am more than pleased to recommend a 3.82 excellent rating for Andrea, representing a 6% raise. This is the max that can be given under my authority in the merit system, raising her current salary from $43,200 to $45,792. The range for the City Clerk's position is $38,028 - $55, 141. ATTACHMENTS: a) Manager evaluation questions. b) Performance Evaluation Form c) Personnel Action Form COMMISSION ACTION: CITY OF WINTER SPRINGS, FLORIDA 1126 EAST STATE ROAD 434 WINTER SPRINGS, FLORIDA 32708-2799 Telephone (407) 327-1800 Ronald W. McLemore City Manager PERSONNEL ACTION FORM MEMO TO: CITY MANAGER DATE: 9/7/01 REQUEST THE FOLLOWING PERSONNEL INFORMATION BE CHANGED FROM: 3. PRESENT PERSONNEL INFORMATION: 1. EMPLOYEE NAME: ANDREA LORENZO-LUACES EMPLOYEE NO: 2. DEPARTMENT: CITY CLERK 3. PRESENT PAY GRADE: 31 ANNUAL SALARY: $43,200.00 HOURLY RATE: 4. PRESENT JOB TITLE: CITY CLERK. 051884 $20.7600 5. EMPLOYMENT DATE: January 30,1995 INCENTIVE: N/A b. CHANGE PERSONNEL INFORMATION TO: 1. DEPARTMENT: CITY CLERK INCENTIVE: N/A 2. NEW PAY GRADE: 31 SALARY INCREASE: $2,592.00 PERCENT INCREASE: 6% LUMP SUM PAYMENT: PERCENT LUMP SUM: N/A ADJUSTED ANNUAL SALARY: $45, 792.00 HOURLY RATE: EFFECTIVE DATE: $22.0100 September 27,2001 3. NEW POSITION: CITY CLERK 4. JUSTIFICATION: ANNUAL PERFORMANCE EVALUATION 5. SALARY SPREAD: $38,028 - $55,141 EVALUATION SCORE: DEPARTMENT APPROVAL DATE TO: PERSONNEL AND PAYROLL 1. APPROVED/DISAPPROVED 2. COMMENTS: FROM: CITY MANAGER CITY MANAGER DATE PAF18MAY99.XLS CITY OF WINTER SPRINGS, FLORIDA EMPLOYEE PERFORMANCE EVALUATION MANAGERIAL/ADMINISTRATIVE - GROUP F EMPLOYEE NAME Andrea Lorenzo-Luaces POSITION City Clerk DEPARTMENT City Clerk DIVISION EMPLOYEE NO. 051884 TYPE OF EVALUATION: IKI ANNUAL o PROBATION 0 PERIOD OF REPORT: September 27, 2001 September 27, 2000 TO: PERFORMANCE SCALE EXCEPTIONAL EXCEEDS MEETS STANDARD BELOW STANDARD PERFORMANCE STANDARD 2 1 4 3 Weight X Score = Total ELEMENT 1 - PLANNING AND MANAGEMENT STANDARD: SUPERVISOR COMMENT: .20 3.8 .76 ELEMENT 2 - ORGANIZATION/COORDINATION STANDARD: SUPERVISOR COMMENT: .20 3.8 .76 ELEMENT 3 - PUBLIC RELATIONS AND COMMUNICATION STANDARD: SUPERVISOR COMMENT: .15 3.9 ..59 ELEMENT 4 - HUMAN RESOURCE MANAGEMENT STANDARD: SUPERVISOR COMMENT: .15 3.7 .56 ELEMENT 5 - EQUAL EMPLOYMENT OPPORTUNITY STANDARD: SUPERVISOR COMMENT: .05 4 .20 10/95 Exhibit A GROUP F ELEMENT 6. ATTENDANCE AND PUNCTUALITY STANDARD: SUPERVISOR COMMENT: .05 4 .20 ELEMENT 7 .LEADERSHIP STANDARD: SUPERVISOR COMMENT: .20 3.8 .76 OBJECTIVES FOR NEXT YEAR: TOTAL SCORE ~ EMPLOYEE'S STRENGTHS: EMPLOYEE'S WEAKNESSES: SUPERVISOR DATE rM.lOYEE'S COMMENT. EMPLOYEE DATE Employee's signature does not necessarily indicate agreement with the performance evaluation. It indicates only that the employee has seen the evaluation and has had an interview with hislher supervisor concerning the evaluation and objectives for the next year. REVIEWER'S COMMENT: REVIEWER DATE REVIEWER DATE DIRECTOR'S COMMENT: DEPARTMENT DIRECTOR DATE CITY MANAGER DATE 10/95 EXHIBIT A Give me a brief assessment of your accomplishments for the past year. The following information covers the period from September 28, 2000 through September 27, 2001: ACCOMPLISHMENTS: Noticing Of City Commission Meetings: Approximately 85 Agendas (including Amended, Revised, and Cancelled) were posted for numerous City Commission Meetings. (Please see Attachment "A" for a listing of what is involved to post just one [I] Agenda [or Amended, etc.] City Commission Agenda). Noticing Of Advisory Board And Committee Meetings: Approximately 116 Agendas (including Amended, Revised, and Cancelled) were posted for Advisory Board and Committee Meetings. (Please see Attachment "B" for a listing of what is involved to post just one [I] Agenda [or Amended, etc.] Advisory Board and Committee Meeting Agenda). Coordination Of City Commission Meetings: The City Clerk and Staff were responsible for the coordination of the following City Commission Meetings, which were held through August 2001 of the above noted time period: 19 Regular City Commission Meetings 19 Special City Commission Meetings 12 City Commission Workshops 5 City Commission Other Meetings 1 Attorney-Client Sessions Please note that this number will differ from the above number, as there are often numerous po stings for just one (I) Meeting. Please see Attachment "C" for a listing of what is done to prepare and coordinate just one (1) City Commission Meeting. Additionally, approximately 56 complete City Commission Agenda Packets were compiled and distributed during the past year. (Please see Attachment "A" for a listing of what is involved with this process for distributing one [1] Agenda. I' ANDREA LORENZO-LUACES, CITY CLERK "GIVE ME A BRIEF ASSESSMENT..." SEPTEMBER 28, 2000 - SEPTEMBER 27, 2001 PAGE20F5 Coordination Of Advisory Board And Committee Meetings: The City Clerk and Staff were responsible for the coordination of the following Advisory Board and Committee Meetings, which were held through August 2001 of the above noted time period: 77 Regular Advisory Board and Committee Meetings 11 Special Advisory Board and Committee Meetings 2 Advisory Board and Committee Workshops 4 Advisory Board and Committee Meetings Please note that this number will differ from the above number, as there are often numerous po stings for just one (1) Meeting. Please see Attachment "D" for a listing of what is done to prepare and coordinate just one (1) Advisory Board and Committee Meeting. Election/Inauguration Ceremonies: Organized the Election of November 7, 2000. This effort included compliance with Florida Statutes; running numerous newspaper advertisements for legal conformity; qualifying of candidates in accordance with Florida Statutes and the City of Winter Springs' Charter; and numerous other responsibilities. On December 11, 2000, I coordinated the City's second "gala" Inauguration Ceremonies for Commissioner Robert S. Miller, Commissioner Edward Martinez, Jf., and Commissioner David W. McLeod. Assisted with numerous details involved with the Special Election of September 4, 200 I, including compliance with Florida Statutes; the publishing of numerous newspaper advertisements for legal compliance; assisted Manager McLemore with the contacting of a number of individuals regarding the planning of neighborhood Homeowner Association Meetings; a calendar of all related Meetings; and the City Commission Meeting held at Winter Springs High School on August 29, 2001. Requests For Information: Numerous Records Requests have been completed during this past year, in complianc.e with requirements and guidelines set forth in Florida Statutes and the City's Public Records Resolution. Code Of Ordinances: In late October of 2000, the City of Winter Springs received brand new Code books, which was the result of an extensive effort, done mostly on my own personal time, due to numerous time constraints. Prior to this event, the City's Code of Ordinances had not been updated for approximately four (4) years. ANDREA LORENZO-LUACES, CITY CLERK "GIVE ME A BRIEF ASSESSMENT..... SEPTEMBER 28,2000 - SEPTEMBER 27, 2001 PAGE30F5 In April 2001, a very large packet of documents was sent to the Municipal Code Corporation, for codification. This package of documents also included numerous Ordinances, which should revise "ARTICLE II. TERRITORIAL BOUNDARlES" for the City's Code of Ordinances. "ARTICLE II. TERRITORIAL BOUNDARlES" has not been revised for a number of years. Records Management Program: In November 2000,60 Boxes (2 Pallets) Of "Approved" Documents Were Picked Up By "Accurate Paper Recycling, Inc." out of Tampa, Florida for official Disposition. Then, in the first quarter of 2001, a Records Disposition was held. We were ready to have the arranged documents disposed, however, shortly prior to completing the review process, I had been advised that some of the Records Schedules were being revised, and that it would be very prudent on the City's part to put a hold on the Disposition process. As the City Records Management Liaison Officer (RMLO), I placed a hold on the Disposition process and advised Staff of this occurrence. Within the next few weeks, I plan to verify the status of the Record Schedules that were in question with the State of Florida's Records Management Division. Based on the information that they provide me with, I will then consider if approval can be granted. I will then advise staff accordingly. Additionally, over the past year, as the City's Records Management Liaison Officer (RMLO), I have assisted with a number of questions from other Departments dealing with Records Management and the Disposition process. Employee Recognition Program: The presentation of awards (recognizing employee service to the City) was successfully coordinated through the Office of the City Clerk, during June 2001 - to 68 employees. This involved working with the City's Department Directors; to assisting Manager McLemore with a letter which was subsequently sent to all employees who were to be recognized (including Manager McLemore); to organizing the presentation of the awards/gifts at the June 25, 2001 City Commission Regular Meeting - and including the participation ofthe Mayor and the City Commission. Based on numerous favorable comments from Department Directors and employees, the "Employee Recognition Awards" were very well received. The program seems to have fulfilled the Department Directors desire to show their employees that their service was/is greatly appreciated. ANDREA LORENZO-LUACES, CITY CLERK "GIVE ME A BRIEF ASSESSMENT..." SEPTEMBER 28, 2000 - SEPTEMBER 27, 2001 PAGE 4 OF 5 Advisory Board And Committee Appreciation Dinner: Organized a successful Advisory Board and Committee Appreciation Dinner on July 20, 2001 at the Winter Springs Golf Club. All of the Advisory Board and Committee Members were presented with the first ever "I st in a series" commemorative marble gift. This gift depicted one of the first buildings planned for the City's Town Center, and the selection of this type of a gift will allow us to showcase portions of the Town Center as it grows - for events and years to come. Ordinances And Resolutions: Streamlined the review process for the examination of every Ordinance and Resolution held by the Office of the City Clerk. Prior to this effort, the Office of the City Clerk has approximately seventeen (17) binders of Ordinances and fourteen (14) binders of Resolutions, (kept in the City's vault for safekeeping) which have to reviewed if one wants to locate an Ordinance or Resolution. Now, we have available for quick review, five (5) binders of Ordinances and three (3) binders of Resolutions, which include the first and last page of each individual Ordinance or Resolution. Once the Ordinance or Resolution has been located in the new binders, the complete version of the same (which is secured in the City's vault) can be reviewed or copied. This has already simplified the review process of Ordinances and/or Resolutions, and should prove to be a valuable tool. Other: Additionally, please reference Attachment "E" for a list of the basic day-to-day tasks that are routinely done by myself, or through my direction to my Staff. PROFESSIONAL ACCREDITATION: · Awarded the Certified Municipal Clerk (CMC) designation through the Intel11ational Institute Of Municipal Clerks (IIMC) and the Florida Association Of City Clerks (FACC) in March of2001. PROFESSIONAL TRAINING: · Attended the Florida Association Of City Clerks (F ACC) Central East District Meeting - September (29th) 2000 · Attended the Florida Association Of City Clerks (FACC) "2000 Career Development Institute" (Third Year) - October 2000 · Attended "Total Time Management" Seminar - October 2000 · Attended the Florida League of Cities Legislative Conference - November 2000 · Attended the Florida State Association of Supervisors of Elections (FSASE) MidWinter Conference - January 2001 · Attended the FACC "Annual Conference" - June 2001 · Attended the Florida League of Cities Annual Conference - August 2001 ANDREA LORENZO-LUACES, CITY CLERK "GIVE ME A BRJEF ASSESSMENT..." SEPTEMBER 28, 2000 - SEPTEMBER 27, 2001 PAGE 5 OF 5 PROFESSIONAL ASSOCIATIONS MEMBERSHIP: · International Institute Of Municipal Clerks (IIMC) · Florida Association Of City Clerks (F ACC) · Member of the Florida Association Of City Clerks (F ACC) "Membership Committee" (Appointed in July of 2001) · American Records Management Association (ARMA) · Florida Records Management Association (FRMA) · National Notary Association What are your priorities for the upcoming year? The following information covers the period from September 28, 2000 through September 27,2001: In the current year, my goals are to: . To continue to assist the City Commission in every way possible. . Continue to complete all requirements for all City Meetings, as stipulated by Florida Statutes, and by the City's Charter. . Continue to provide to the City Commission in a very timely manner, accurate Minutes from all City Commission Meetings, for the City Commission's review and approval. . In whatever role this Department plays regarding the Advisory Boards and Committees, we plan to provide accurate Minutes from all Advisory Boards and Committee Meetings, for review and approval with copies being forwarded to the City Commission, for their information. . Comply with all Public Records requests, as stipulated by law. . Continue with codification process for the City's Code of Ordinances. . Continue with the Records Management process, and to consider the possibility of the optical imaging of applicable documents, in coordination with the Infom1ation Services Department. . Complete the Advisory Board and Committee Clerk Training Program, which is about 75% completed. The manual for this program has thus far, actually become a rather extensities document and will end up being a significant start to a Departmental Policies and Procedures Manual. . Upon your approval of the curriculum for the "Advisory Boards and Committee Clerk Training Program," I hope to implement the actual training, which would allow my Staff and I to focus on some of the much needed projects that have been planned, for some time. . Continue to enhance my professional skills, so that I can better serve the City Commission, the City, and our citizenry. What dissatisfaction do you have about your personal performance or the performance of your organization that you would like to improve? The following information covers the period from September 28, 2000 through September 27, 2001: · I am frustrated with not being able to complete as much as I had anticipated, or to reach as many goals as I have set. · Not enough time for plalming. What do you need from me to improve your job performance, the performance of your organization, your professional development, to overcome job frustrations or to accomplish your priorities for the year? Thefollowing information covers the periodfrom September 28,2000 through September 27, 2001: Again, the most important request I have of you is that you support me. As you know I have a true desire to make significant improvements to all aspects of the Office of the City Clerk, and I continue to work towards this goal; however, I sometimes need to discuss certain matters with you. On such occasions, I appreciate being able to discuss an issue with you. I continue to need your understanding regarding the numerous responsibilities required of this Department, and I greatly appreciate that you have agreed that advertising and the City's Advisory Boards and Committees can and should be done by other related Departments. When this has been implemented, it will be a huge improvement to the morale and the day-to-day operations of the Office of the City Clerk. As you know, I have been trying to complete - amongst all of my other responsibilities, the "Advisory Board and Committee Clerk Training Program." Thus far, this has been a very large undertaking and the hardest part has been to find the time to complete this project. I, and my Staff continue to be frustrated with the excessive work involved with noticing each Meeting, and respectfully request your assistance in streamlining this process. There has to be a drop-dead deadline adhered to be all departments, which currently does not seem to be taken seriously. Otherwise, there wouldn't be repetitive questions such as "When are Agenda Items due?" or "Do copies need to be provided?" or "How many copies are needed?" These are pretty simple concepts, but my Staff and I continue to have to answer these questions and to assist continuously. Also, we continue to be the last ones out the door, every time it comes to putting an Agenda out, and this is not due to our planning or work, or lack thereof. There has to be a cooperative attitude by everyone involved, and not just by this Staff. It seems that nobody appreciates what is involved every time that the Agenda is amended; and that additional (and repetitive) work is most often imposed upon this Department. The proposal submitted to you in my (last) evaluation dated January 22, 2001 could easily be adhered to, with great results for all. We continue to have problems with other Departments not notifying us of changes to an Agenda, until the change is made during a Meeting. This leaves us with subjects being added on to Agendas, which should have been properly noticed. My concern has and is that the City should notice everything, as stipulated in Florida Statutes.